WELCOME

to the sessions on

NOTING and DRAFTING Principles & procedure.

By

K.S.KUMAR, Joint Director, ISTM

OBJECTIVES At the end of these

sessions the participants will be able to:

Agree to the need for noting; Describe essential features of

noting; and Write a note.

NOTING

WHAT IS AN OFFICE ?

Office is a continuous, work-

specific information processing unit;

Reservoir of relevant Rules,

Precedents, data and decisions.

• Can we process information without examination ?

We need to examine every piece of information that is with us or that comes to us in relation to office work. The examination may be in simple or complex manner depending on the issue. But we can not do without examination.

Can we examine

without a record ?

We need to keep record of examination, to verify

at later stage that it was done as per :

- The relevant Rules ;

- The set Procedures ;

- The existing Orders ; and through / by an

- Authorised level.

Can we record without a note ?

“Note” means the remarks recorded on a case to

facilitate its disposal and includes a précis of previous papers, a statement or an analysis of the questions requiring decision, suggestions regarding the course of action and final orders passed thereon.

Can we note without writing ?

“Note” is a written record of examination of a case.

As per the Office Procedure, we must retain a hard

copy of it for a period appropriate to the relevant

file.

NEED FOR NOTING

• Instrument of disposal of a case

• Tool for decision making

DEFINITIONS

• Note:

Remarks recorded on a case to facilitate its

disposal, and includes a precise of previous

papers, analysis of question requiring

decision, suggestion and final order passed

• Minutes

Note recorded by the president, the Vice –

President, the PM or a Minister

DEFINITIONS,CONTINUED…….

• File

A collection of papers arranged in

chronological order on a subject assigned a

file number and consisting of – Notes – Correspondence – Appendix to Notes – Appendix to correspondence

• Notes portion

The portion containing notes or minutes

DEFINITIONS,CONTINUED…….

• Correspondence portion

The portion containing ‘receipt’ and office copies of ‘issue’ pertaining to a file

• Appendix to Notes

A lengthy summary or statement containing detailed information concerning certain aspect of the question discussed on file, information of which in the the main note is likely to obscure the main point or makes the note unnecessary lengthy

DEFINITIONS,CONTINUED…….

• Appendix to correspondence

lengthy enclosures to a communication (whether

receipt or issue) on the file , inclusion of which is

likely to obstruct smooth reading or make

correspondence portion unwieldy

• Case

a current file or a receipt with related papers

• Come-back case

case received back for further action like re-

examination or preparing a draft or summary

DEFINITIONS,CONTINUED…….

• Docketing

making entries in note portion of a file about serial no assigned to each item of receipt or issue for its identification. Remarks of higher officer on a receipt also to be reproduced on note sheet after docketing.

• Referencing

Process of identifying a document, decision and facts mentioned in a note , draft or office copy of a communication

GUIDELINES ON NOTING

• Concise and to the point

• Simple and direct style of writing (To

express and not to impress)

• Not recorded on receipt itself except in

routine matters

• Verbatim reproduction of extract of PUC or

of notes of other ministries recorded on the

same file should be avoided

• Businesslike language( courteous even if

disagreeing)

GUIDELINES , continued…….

• Remarks recorded by Branch officer or

senior officers on receipt should first be

reproduced while docketing the receipt

• Confine note to actual points proposes to

make and not repeat or reiterate the ground

already covered

• If agrees to line of action already suggested

merely append signature

• Sectional note in case PUC raised several

points requiring examination and orders

GUIDELINES , continued…….

• A self contained summary be put up with every

file put up to a Minister /very senior officers and

also the points on which orders are sought

• Dealing hand to append signature with date on left

below note

• An officer will append signature on right with

name designation and date

• Paragraphs of convenient size, serially numbered

and may have brief titles

• Leave 1 inch margin on all sides

• Always keeps a courtsy sheet

Noting – Some Must Points

Note Sheet

File #, Subject, Section

Page Numbering

Docketing

No paraphrasing

Concluding paragraph

Signatures & Marking

‘From pre page’ / Courtesy Sheet

Can we write a Note without learning its structure and language ?

A functional approach to writing a note suggests that we should be very particular about both structure and language of a note. For that, we should be able to identify common faults in noting, determine quantum of noting according to the nature of a case and edit our writing to make it brief, to-the-point and meaningful.

LANGUAGE – SOME SAMPLES

o Yesterday there was a discussion on eve teasing in the Director’s room.

o She is a person who does an excellent job as a programmer.

o The new building of ISTM at Tughlakabad has now been completed and we have asked the DTC for regular bus services from its main terminals.

LANGUAGE – SOME SAMPLES o It may be pertinent to point out at this

juncture that the discrepancy that exists in our planning is………….

o The trouble with the new form is that it was designed in a far from proper manner in the first place.

o The reason the attendance figure is so low today is due to the fact that the DTC has followed the practice of keeping the buses off road to avoid confrontation with its agitating employees.

PROCESSING STEPS

FILING

DOCKETING

NOTING

REFERENCING

SUBMISSION

DECISION

DRAFTING

QUANTUM OF NOTING

STRATEGIC/POLICY/PLANNING MAXIMUM

PROBLEM SOLVING MAXIMUM

ACTION-IN-

CORRESPONDENCE

MINIMUM

ROUTINE & REPETITIVE STANDARD

PROCESS

SHEET

EPHEMERAL NIL

Structure of a Note

BACKGROUND

(Where are we?) FACTS

PROBLEM ANALYSIS

(Why this situation?) BRING OUT ALL POSSIBLE ISSUES

SUGGESTIONS

(How to overcome?)

IMPLEMENTABLE SOLUTIONS

OPTIONAL

OBLIGATORY

DECISION

Noting Skills - Commands

Introduce :: Issue / Background

Check up :: Facts

Supply :: Missing Facts

Refer to :: Rules / Regulations

Quote :: Precedents

Suggest :: Alternatives

Assess :: Implications

NOTING ON FILES FROM

OTHER DEPARTMENTS

• If reference require factual info or action

based on clear precedents dealing hand may

record a note

• If reference need opinion /ruling/

concurrence examination on shadow file

and final decision recorded

• Copy of note recorded retained with shadow

file

• ID note will bear shadow file no

STATEMENT OF CASE

• Brief heading

• Chronological facts of case

• If concern other dept., recommendation of

other dept/and in case of disagreement , the

point of diference

• Concluding paragraph –point on which

decision sought

• If lengthy –relegate to appendix /annexure

• Appendix/annexure to be linked

REFERENCING

• Each page in each part be consecutively numbered in pencil

• Each item assigned a separate serial no displayed in red ink on first page

• Flag ‘PUC’ and latest fresh receipt as ‘FR’

• In referring to PUC or FR page no be quoted in margin

• Recorded file be flagged with alphabetic slip. Only one such slip.If more than one the relevant page no to be given

REFERENCING, continued……

• To facilitate identification of such papers, the no. of file referred to/relevant page no/ with alphabetic slip no be indicated in the margin

• Rules referred need not be put up and this fact be indicated in the margin of noting

• When a no of papers are to be flagged they should be spread over entire width

ARRANGEMENT OF PAPERS FOR SUBMISSION

REFERENCE BOOKS

NOTES PORTION

RUNNING SUMMARY

DRAFT

CORRESPONDENCE PORTION

APPX. TO NOTES / CORRESPONDENCE

STANDARD GUARD FILE/ STG NOTE/

REFERENCE FOLDER

EXTRACTS FROM GAZETTE

LINKED FILES

ROUTINE NOTES & PAPERS

12 F.No.A.33083/ 1/…

S.No.17(R) Pg. No.22/C

“ Link-up the minutes

of the previous meeting

and consult DoPT”

Sd/-

(Jafar Ali)

DS(A)

5.5.05

This relates to creation of

a post of Agricultural Scientist

at ICAR.

2. Minutes of the previous

meeting are linked - up.

A self contained I.D. Note is

put up for approval, please.

Pg 10

-12/C

S.No.17(R) 22

New Delhi

Dated -- -- --

Secretary

DARE

Subject :----

Sir,

This is to bring to your

kind notice that ….

--……etc. etc.

(Dr.M Mahadevan)

Scientific Advisor

Link-up the minutes of the

Previous meeting and Consult DOPT DS(A)

No.F.42-34/2005-TKM

Govt. of India

Office of the PSA

DRFTING PRINCIPLES &

TECHNIQUES

OBJECTIVES

• TO BE ABLE TO :

- MAKE A SYSTEMATIC APPROACH

TOWARDS DRAFTING.

- DESCRIBE VARIOUS FORMS OF

COMMUNICATION & THEIR

TARGET GROUPS.

- MAKE A DRAFT EFFECTIVE.

WHAT IS A DRAFT ?

A rough sketch of a communication to be

issued after approval by the officer.

Searching questions before

Drafting

• Is a draft necessary?

• Who should be addressed & who will sign?

• What is the relationship?

• What should be the form?

• What is the intention of the decision?

• What details to call for?

• Should a proforma be prescribed?

Prescribed in MOP, Appendix 9

• Letter

• D.O.Letter

• O.M.

• I.D.Note

• Telegram

• Office Order

• Order

• Resolution

• Notification

• Press Communique/

Note

• Endorsement

• Circular

• Advertisement

FORMS OF COMMUNICATION

TARGET GROUPS

• LETTER: (I) FOREIGN GOVTS.

(II) STATE GOVTS.

(III) HEADS OF ATTACHED /SUBORDINATE OFFICES

(IV) STATUTORY AUTHORITIES

(V) PUBLIC ENTERPRISES

(VI) PUBLIC BODIES

(VII) MEMBERS OF PUBLIC

• D.O. LETTER: (I) ANOTHER GOVT.

OFFICER FOR PERSONAL

ATTENTION

(II) NON OFFICIAL

• OFFICE MEMORANDUM:

(I) INTER DEPARTMENTAL

(II) WITH GOVT. EMPLOYEES

• I.D. NOTE: (I) TO OBTAIN, ADVICE,

VIEWS, CONCURRENCE,

COMMENT

(II) TO SEEK

CLARIFICATION

• OFFICE ORDER:

OFFICERS/SECTIONS WITHIN DEPTT.

• ORDER: (I) FINANCIAL SANCTIONS

(II) DISCIPLINARY CASES

• NOTIFICATION:

(I) STATUTORY

RULES/ORDERS

(II) APPOINTMENTS/

PROMOTIONS

• RESOLUTION: PUBLIC ANNOUNCEMENT

OF IMPORTANT GOVT.

DECISIONS

• PRESS NOTE/COMMUNIQUE: WIDE

PUBLICITY TO GOVT.

DECISION THROUGH MEDIA

• TELEGRAM: ENCLAIR

CYPHER

• TELEFAX

• CIRCULAR

• ENDORSEMENT

• ADVERTISEMENT

DRAFTING

LANGUAGE

• PRECISE & UNAMBIGUOUS

• COMMON TERMINOLOGY

• DO NOT INCLUDE ANYTHING MORE THAN

NECESSARY

BASIC REQUIREMENT

• CLARITY OF CONTENTS

• BREVITY

LANGUAGE – COMMON

DEFECTS

• DISORDERLY ARRANGEMENTS

• INSINUATIONS

• MISSING IDEAS/MISSING CONNECTIONS

• PADDINGS

• LENGTH OF A SENTENCE

I) FOG INDEX

II) ONE IDEA IN ONE SENTENCE

DISORDERLY

ARRANGEMENT

• THE OFFICIAL STATEMENT ON THE

MARRIAGES OF REFORMED PRISONERS

WITH THE INMATES OF THE NARI

NIKETAN, HELD IN THE JAIL COMPOUND,

IN THE LOK SABHA MADE IT VERY

CLEAR…………

• A DISCUSSION WAS HELD ON EVE-

TEASING IN THE MANAGING DIRECTOR’S

CHAMBER

INSINUATIONS

IT IS VERY SURPRISING AND

EXTREMELY PAINFUL TO NOTE

THAT DESPITE THERE BEING FIVE

REMINDERS NO INFORMATION HAS

YET BEEN FURNISHED.

MISSISNG IDEA

F.R. IS A REFERENCE FROM EXECUTIVE

ENGINER (CIVIL) CPWD. THEY HAVE

ACCEPTD OUR REQUEST TO UNDERTAKE

CIVIL REPAIR WORKS FROM THE NEXT

WEEK. COORDINATION WING HAS

ALREADY ISSUED DIRECTIONS FOR NOT

ACCEPTING NOMINATIONS OF OUT-

STATION APPLICANTS

SUBMITTED FOR INFORMATION PLEASE.

PADDINGS

1. I AM FURTHER TO POINT OUT…….

2. I WOULD ALSO LIKE TO ADD THAT….

3. MOREOVER, YOU WILL ALSO OBSERVE THAT ………

4. THE QUESTION IS UNDER ACTIVE CONSIDERATION.

5. IT IS AN ESSENTIAL CONDITION.

6. THE BOARD HAS EXAMINED OUR REQUEST. THEY ARE PREPARED TO ALLOCATE TWO ACRES OF LAND TO US.

AN EFFECTIVE

COMMUNICATION SHOULD

• IDENTIFY SENDER;

• ADOPT RIGHT FORM;

• VISUALIZE RESPONSE;

• AVOID REDUNDANCY/VERBOSITY/

REPETITION;

• STEER CLEAR OF CIRCUMLOCUTION;

• BE UNIFORM & CONSISTENT; AND

• ADD A SUMMARY IF LENGHTY & COMPLEX.

THANK YOU